Administrative Officer

Summary
A boutique accounting firm offering services akin to a Big 4 accounting firm, and a company specializing in cross-border M&A advisory, seek an experienced Back and Middle Office Manager to oversee critical operational functions for both divisions.
This dynamic and multi-faceted role involves managing administrative and financial operations, supervising support staff, ensuring efficient human resources functions, and actively contributing to business development and pipeline management. The ideal candidate will bring extensive experience in executive assistance, office management, and familiarity with M&A or corporate development processes.

This role is ideal for a proactive, detail-oriented professional who thrives in a fast-paced, high-performance environment.

Key Responsibilities:
Executive Support:

• Serve as the Executive Assistant to both CEOs, managing complex calendars, coordinating meetings across time zones, and handling confidential communications with internal and external stakeholders.
• Prepare high-quality presentations, reports, and correspondence on behalf of leadership.
• Coordinate travel arrangements, including international travel for client engagements, conferences, and business development meetings.

Operational Management:

• Supervise and mentor an office clerk, ensuring efficient execution of administrative tasks and adherence to company policies.
• Oversee financial reporting and accounting activities performed by third-party providers, ensuring accuracy, compliance, and timely delivery.
• Take ownership of payroll execution, employee reimbursements, and other financial-related processes.
• Oversee office infrastructure and technology requirements, including managing vendor relationships and ensuring a well-functioning work environment.

Human Resources Management:

• Administer HR functions, including recruitment coordination, onboarding, performance evaluations, and employee relations.
• Serve as a trusted advisor to employees, addressing HR-related queries and ensuring compliance with employment regulations.
• Develop and implement policies to promote a positive, collaborative workplace culture.

Pipeline and Business Development:

• Manage the deal pipeline, tracking all phases of the M&A process, ensuring timely updates, and preparing reports for internal stakeholders.
• Collaborate with business development teams to create compelling client proposals, presentations, and marketing materials.
• Conduct market research to support strategic growth initiatives and identify potential business opportunities.

Strategic Oversight:

• Act as a liaison between the two divisions, ensuring alignment and consistency in operational processes and company objectives.
• Identify areas for process improvement and implement solutions to enhance efficiency across back-office and middle-office functions.
• Support leadership with special projects and initiatives, providing analytical insights and administrative support as needed.

Qualifications:

• Experience: 10+ years as an Executive Assistant or Administrative Officer; experience in public accounting, M&A, or corporate development is preferred.
• Back-Office Skills: Expertise in general office duties (filing, correspondence, office supplies) and managing administrative workflows.
• M&A Knowledge: Familiarity with M&A processes, deal pipeline management, and corporate transactions is a plus.
• Project Management: Proven ability to manage multiple projects, stakeholders, and deadlines effectively.
• Communication: Outstanding verbal and written communication skills, with the ability to engage professionally with C-level executives, clients, and team members.
• Technical Proficiency: Skilled in Microsoft Office Suite (Word, Excel, PowerPoint) and virtual data room platforms; familiarity with project management and CRM tools is a bonus.
• Education: Bachelor’s degree preferred or equivalent experience in business administration, finance, or a related field.

Preferred Skills:

• Experience working with investment banks, private equity firms, or corporate development teams.
• Knowledge of legal documents and agreements related to M&A transactions.
• Proficiency with CRM systems for deal tracking and reporting.